07-Update on the items in the departmental business plans

Home Browse Search

Finance & Human Resources *In Progress 1. Cross train all staff as time allows while planning for appropriate succession of key personnel - Payroll Clerk is currently learning selected jobs of the other staff. Examples include bank reconciliations and cash reports. The Administrative Asst. has been training to act as back up to the Water Billing Clerk. 2. Hire consultant to assist with RFP for group medical for policy year 2010 - A letter was sent to 8 firms stating the scope of work and requesting cost information. Five of the firms responded with the prices ranging from $7,500 to $27,500. I am in the process of discussion with the firm submitting the lowest price. 3. Perform actuarial study to meet requirements of GASB 45 (Other Post Employment Benefits) - Staff is in the process of gathering the raw data requested by the actuarial firm. 4. Search for a new vendor to print and mail utility bills 5. Move toward digital storage of records verses paper storage-currently focusing on accounts payable records - A scanner is being used to electronically store invoices processed for payment through the regular accounts payable process. 6. Implement identity theft program for utility billing office as required under the Fair & Accurate Credit Transactions Act - A policy dealing with this issue was adopted by the Council in April. In late May, the Federal Trade Commission delayed the effective date of this law until August 1 St. Government Resources, a consulting firm, is developing a training program for cities in northeast Texas. We will be sending staff to that training. 7. Revise physical layout of water office for increased efficiency - Meeting scheduled June 19l" with a contractor to discuss the details of this project. 8. Pursue opportunities to access American Recovery and Reinvestment Act funding - Working with other departments on this issue. 9. Administer current grant projects - I have been to the required training on the new Owner-Occupied Assistant Grant and the new Homebuyer Assistance grant. I also continue to file the required financial reports on all of the law enforcement grants (JAG, Auto Theft, and Felony Crimes Grant) *Pending 10. Overhaul purchasing system upgrading to a certified and fully active purchasing agent - Clint Pyeatt has started the 5 year process to obtain certification in public purchasing. He recently attended training in Austin. I hope to have a new warehouse facility before he completes this process. Without a larger building, he will be limited in what he can do. 11. Install radio read meter system and shift staffing to improve customer service - Various systems have been looked at but installation will require a sizable cash outlay if it is outsourced. Internally, we are not staffed adequately to transition at this time. 12. Automate preparation of the CAFR to the extent possible utilizing advanced spreadsheet software 13. Investigate implementation of credit card style purchasing system - This program is still being studied for how effective it would be in Paris compared to the potential problems with type of system. City of Paris Needs Assessment Page 5 ~ Ul)1~i~1.